As an educational professional, ensuring the accuracy of student data is paramount. In Indonesia, the National Student Identification Number (NISN) is a crucial identifier. Errors in NISN data can cause complications, and correcting them often involves using scanned documents like diplomas (Ijazah). This guide, drawing from insights at carcodepro.com, explains how to navigate NISN corrections, particularly when utilizing scanned diplomas for verification.
Understanding NISN and When Corrections Are Needed
The NISN is a unique 10-digit code for Indonesian students. The first three digits indicate the birth year. For instance, a student born in 2004 should have a NISN starting with “004.” However, discrepancies can occur, necessitating corrections. Common scenarios include:
- Incorrect Birth Year Prefix: A student born in 2004 mistakenly has a NISN starting with “005.”
- NISN Not Found in Verval PD: A student has a NISN on official documents (like diplomas), but it’s not found in the Verval PD (Verification and Validation of Education Participants) system, leading to the assignment of a new NISN.
- Mismatched NISN in Verval PD: The Verval PD system shows a different NISN than what is recorded on the student’s official documents.
In these situations, initiating a NISN change request is necessary. Before starting the process, gather essential information:
- For Case 1 (Incorrect Birth Year Prefix): Perform a standard Verval PD check and note the generated NISN.
- For Cases 2 and 3 (NISN Not Found or Mismatched): After Verval PD, record both the NISN generated by the system and the NISN from the student’s documents (diplomas and prior transcripts if available).
Step-by-Step Guide to Requesting NISN Changes
The process for requesting a NISN change involves using the Verval PD system. Here’s a detailed walkthrough:
- Access the Verval PD System: Log in to the Verval PD system, typically used by school administrators.
- Navigate to NISN Change Request: Find the “Perubahan Data” (Data Change) menu, and then select the “NISN” submenu.
- Select Madrasah (School): On the ‘Pengajuan Perubahan NISN’ (NISN Change Request) page, click on the ‘Nama Madrasah’ (School Name) field to display a list of schools in your district/city.
- Choose the School: Select the name of the school where the student is enrolled.
- Find the Student: A list of students in the selected school will appear. Locate and choose the student whose data needs correction.
- Confirm Student Selection: Click ‘OK’ to confirm your student selection.
- Student Data Display: The student’s current data will be shown.
Verval PD Kemenag NISN Edit Form: Example of the data input screen for correcting the National Student Identification Number (NISN) in the Indonesian education system, requiring scanned document uploads for verification.
- Input the Correct NISN: In the ‘NISN Baru’ (New NISN) field, enter the corrected NISN based on the case:
- For Case 1 (Birth Year Correction): Correct the first three digits to match the birth year, keeping the remaining seven digits the same.
- For Cases 2 and 3 (NISN Not Found/Mismatch): Enter the NISN as written on the student’s official documents (like SKHUN or Ijazah). This is where having a scanned diploma becomes crucial for accurate data entry.
- Check NISN Availability: Click the ‘Check NISN’ button to verify if the entered NISN is already in use.
- Address NISN Usage Notification: If a notification appears indicating the NISN is already used, click ‘OK’. This step is part of the verification process and may require further action if a duplicate NISN issue arises.
- Upload Supporting Scanned Document: This is a critical step for validating the NISN change. Upload a scanned copy of a supporting document (such as a birth certificate or diploma) by clicking ‘Select’ next to ‘Dokumen Perubahan’ (Document Change). Locate and upload the scanned file. Ensure the scanned diploma or document clearly shows the correct information to support your NISN change request.
- Submit Change Request: Finally, click ‘Pengajuan Perubahan’ (Submit Change Request) to send your request.
NISN change requests are directly verified by the PDSP Kemdikbud (Center for Data and Statistics Education and Culture) operator.
When Scanned Diplomas Aren’t Needed for Direct Edits
In some instances, data errors, including NISN issues, can be resolved through Verval PD’s ‘Residu’ (Residue) menu without a formal “Edit Data” request. In these cases, the NISN database will be updated based on the Verval PD process. These situations include:
Scenario One: Identity Data Mismatch in Residue
This occurs when the student’s identity data at the top of the ‘Residu’ menu is correct, but the data in the search results (lower section) is incorrect. Examples:
-
Name Discrepancy:
- Correct Name (as per Diploma/Birth Certificate): Agista Nur Maghfiroh
- Name in Top Section (Correct): Agista Nur Maghfiroh
- Name in Lower Section (Incorrect): Agista Nor Maghfiroh (Notice the “Nur” vs. “Nor” difference)
-
Date of Birth Error:
- Correct Date of Birth (as per Diploma/Birth Certificate): 12/09/2001
- Date of Birth in Top Section (Correct): 12/09/2001
- Date of Birth in Lower Section (Incorrect): 28/12/2001
For such cases in Verval PD’s ‘Residu’ menu, simply select ‘Match’. The student data in the NISN database (lower section) will be automatically aligned with the EMIS (Educational Management Information System) data (top section). Changes will reflect on the NISN search portal (http://nisn.data.kemdikbud.go.id/page/data) after the ‘Konfirmasi Data’ (Data Confirmation) stage is completed.
Scenario Two: NISN Issues for Students Without Formal Documents Yet
This usually applies to elementary school (MI) students in grades 1-6 who don’t yet have formal documents like diplomas. Issues might be:
- Incorrect NISN: The NISN doesn’t align with the birth year.
- NISN Not Found: A NISN exists but doesn’t appear in the Verval PD search.
In these situations, during Verval PD, choose ‘Not Match’. The system will generate a new NISN for the student. A formal NISN change request is not needed. The old, incorrect NISN should be disregarded.
Monitoring Your Data Change Requests
After submitting a data change request (including NISN edits), it’s essential to monitor its status for approval or rejection. If rejected, a reason for rejection will be provided.
To check the status:
- Go to ‘Perubahan Data’ Menu: In the Verval PD system, click on the ‘Perubahan Data’ (Data Change) menu.
- Select ‘Status’ Submenu: Click on the ‘Status’ submenu.
- Review Request Status: A list of data change requests will appear. Find the student’s name and check the ‘Status’ column on the right to see the current status of the request.
Conclusion
Correcting student data, especially NISN, is a vital part of educational administration. While the process can seem intricate, understanding the steps and when to use scanned documents like diplomas simplifies the task. This guide, inspired by carcodepro.com’s commitment to clear and helpful instructions, aims to empower educational operators to maintain accurate and valid NISN records for all students, ensuring data integrity within the Indonesian education system. Remember to always use official scanned documents like diplomas or birth certificates to support your NISN change requests for efficient processing and data accuracy.
